When a tenancy ends, the keys come back — or at least, some of them do. You rarely know how many copies were made during a tenancy, or who ended up holding them. That is why many landlords and letting agents change the locks, or at least the cylinders, between tenants. This guide covers why it is worth considering, the options available, and some practical points for HMOs and flats.
It is not legal advice. Rules around tenancies change, and your insurer, mortgage lender or letting agent may set their own conditions, so it is worth checking with them directly.
Why change the locks between tenancies?
- Unknown copies. Over a tenancy, keys may have been copied for partners, friends, cleaners or contractors. Collecting the keys you issued does not tell you whether others exist.
- Incoming tenants. New tenants reasonably expect that nobody else outside the landlord or agent has a key to their home.
- Insurance. Some landlord insurance policies include conditions about security, or about what should happen when keys are lost. Check your policy wording.
- Peace of mind. If there is ever a break-in without signs of forced entry, being able to show that the locks were changed between tenants puts you in a much clearer position.
Your options
Changing the cylinder. On uPVC and composite doors, and on many timber doors fitted with euro cylinders, swapping the cylinder is quick and does not involve the lock mechanism itself. For most properties, this is the simplest way to make sure old keys no longer work.
Changing a mortice lock. Traditional mortice locks can be replaced with a new lock of the same size, and some types can be re-keyed. If you are replacing a mortice lock anyway, it is a good time to fit one certified to BS3621 — see our guide to BS3621 locks and home insurance.
Keyed alike. Cylinders can be supplied so that one key opens both the front and back doors. That means fewer keys for tenants to carry and fewer for you to track.
Restricted or registered keys. Some cylinders come with keys that can only be copied by authorised suppliers on proof of ownership. For landlords, this means copies cannot be cut casually at a high-street kiosk, which makes key control much easier.
Master key systems. In HMOs and blocks, a master key system lets the landlord or managing agent hold a key that opens several doors, while each tenant’s key opens only their own room or flat.
HMOs and flats
Shared properties bring a few extra considerations:
- Room doors and main entrances. Decide which doors need changing when one tenant leaves. Usually that is their room door, and sometimes the main entrance too.
- Fire safety. Exit routes in HMOs and blocks of flats are generally expected to be openable from the inside without a key, which is why thumbturn locks are common on room and flat doors. Check your fire risk assessment and any licensing conditions before changing locks on an escape route.
- Communal doors and entry systems. Remember fobs, codes and door entry systems as well as keys.
- A key register. A simple record of which keys were issued to whom, and when, makes every future change easier.
Timing and practical tips
- Book the lock change for the gap between check-out and check-in, so the new tenants move in with new keys.
- At check-out, record how many keys come back compared with how many were issued.
- Give incoming tenants a written record of the keys you have handed over.
- When cylinders are being changed anyway, consider certified anti-snap cylinders; our guide to TS007 3 star and Sold Secure Diamond explains the ratings.
- Check what your tenancy agreement says about tenants changing locks themselves during a tenancy, so everyone knows where they stand.
Lost keys during a tenancy
Keys go missing mid-tenancy too. When a tenant reports a lost key, particularly one that could be linked to the address, many landlords treat it in the same way as a changeover and replace the affected cylinders. It helps to agree in advance, ideally in the tenancy agreement, how lost keys will be handled and who will pay, so there is no dispute at a stressful moment. If the tenant is locked out at the time, a quick decision on who to call saves time; our guide to what to do when you are locked out covers the questions worth asking any locksmith.
Choosing cylinders for a rental
Rental properties usually have more key holders over the years than an owner-occupied home, so it is worth choosing cylinders with that in mind. A certified cylinder resists common attacks, a restricted key system limits copying, and a keyed-alike set keeps things simple for tenants. For properties you manage over many years, a restricted system with a key card means every new copy has to come through you or your agent. Whatever you choose, keep a note of the cylinder make and size for each door so a replacement can be ordered quickly next time.
Easy things to forget
- Window locks, garages, sheds, bin stores and meter cupboards.
- Post boxes in blocks of flats.
- Key safe codes — change them between tenants.
- Smart locks — remove old users and reset codes. Our smart lock installation page covers keyless options that make changeovers simpler.
How we can help landlords
We change cylinders and locks between tenancies on houses, flats and HMOs, including communal and individual flat doors, and fit master key systems for commercial and multi-occupancy buildings. See our lock replacement service, or our commercial locksmith page for blocks and larger portfolios. We work across the areas we cover across Essex and East London. To arrange a changeover, call 07500 582013.